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When operating as a business within the UK, we are often charged with retaining information relating to our clients, customers and potential customers. We often also make use of this information for marketing and promotional purposes. This information is often stored on a computer system and may include names, addresses and email addresses amongst other items. If this is the case, then this information is referred to as data, and can be used to identify an individual. If you or your business does this, then you will generally be considered as the Data Controller.

As a Data Controller you have some responsibilities with regards to the information you store and process in relation to your business, and some responsibilities with regards to notifying the Information Commissioners Office (ICO) if you intend to process this data.

Processing of the data includes:

Organisation, adaptation or alteration

Eetrieval, consultation or use

Disclosure by transmission, dissemination or otherwise making available

Alignment, combination, blocking, erasure or destruction

You may also store some data relating to customers, suppliers and clients in paper format as well as electronic format. For example, you have paper participant record files in a filing cabinet, and a member of staff copies the name, date of birth and email address to your electronic diary so that you can contact the individual by email. This electronic storage forms part of a filing system by which the individual can be identified and therefore you will need to notify the ICO of your registration as a Data Controller.

If, as a facility owner or instructor, you are storing any part of your customer records electronically, you are obliged under the Data Protection Act to notify the ICO of your position as a data controller. Should all of your participant record files be stored on paper, in a filing cabinet and none of your student details are stored electronically (remember, a spreadsheet is an ordered list of data), the act will not apply.

For further information on the Data Protection Act please contact the Information Commissioners Office (ICO). A full transcript of the Data Protection Act may be found at the Office Of Public Sector Information.

Register click this link and you need to renew every year but this can be by direct debit.

The Data Protection Act 1998 may be something that you think you do not need to worry about but this is not the case. You will all need to register with the ICO (Information Commissioner’s Office) but this is a simple process and can mostly be done online. There is a charge which is currently £35 per year and you can register to pay by direct debit every year where they post you conformation annually just in case there are any changes to your registration. Most instructors will be tier 1 so don’t get confused by the two tier system.

Registering is only the first part, you also need to follow all the rules about safe storage of any data you hold on an individual or business. Take time to review your data protection policy and if you do not have a written policy, start one now. It is better to comply now than risk problems later.

Tags: data protection, ICOComments Off on Data Protection Registration – Do I have to register?

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